Paperless Approvals for a Multi-Institution Trust

The Challenge

A charitable trust running multiple institutions approved routine requests by moving physical files between offices — from the institute office to the institute head, on to the chairman, across to central office, then to the treasurer or CEO, and finally the president. Every approval meant a file sitting in transit or in an in-tray somewhere.

What We Built

We replaced the physical file chain with a digital workflow that mirrors the same sign-off structure.

• Each role gets its own dashboard showing exactly what needs attention
• Requests move through the same established sign-off chain, but digitally
• Approve, reject, hold, return-for-revision or forward — the same decisions people already made, now a tap away
• Threaded comments on every request, so context travels with the file
• File attachments stay with the request at every stage
• Inward/outward numbering preserved for official correspondence
• A board view for tracking every item currently in progress
• In-app notifications tell whoever must act next that it’s their turn
• Full history and audit trail on every request, from submission to final sign-off

It works equally well on phones and desktops.

The Result

Requests that used to travel physically between offices, often taking days to reach the right desk, now move instantly to whoever needs to act next. Nothing sits unnoticed in an in-tray, and every request carries a complete, auditable history of who approved what and when.